Digital Project Closure Checklists

Easily fetch project performance records from the cloud and avoid the hassle of overlooked project processes.

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Published 1 Jul 2022

What is a Project Closure Checklist?

A project closure checklist (or project closeout checklist) is used by project managers to evaluate the business outcomes when formally closing a project. It helps assess project activities such as actual performance versus baseline objectives, unaddressed issues, and lessons learned within a project life cycle.

This article briefly discusses:

Project Closure Steps

In the final phase of a project, it is critical to follow a methodical process to ensure a successful closing of the endeavor. To make sure that you’re not missing anything, follow this step-by-step guide:

  1. Transfer all deliverables – The first step to project closure is to make sure that all the required deliverables from you were completed and transferred to the client as needed. As well, handover newly updated systems or processes that were identified during the course of the project.
  2. Authorize project closure – All people involved should agree that the project is complete before formally closing it out. Gain proof of completion by obtaining approvals and signatures from all key stakeholders indicating that all the deliverables were met. Lastly, ensure that there are no pending or open issues because of the project.
  3. Finalize the paperwork – Complete the paperwork by checking if there will be a closure document to follow through with. Review all the contracts and documentation such as invoices, papers regarding internal partners, supplier contracts, or other third-party documents that were enclosed in the project. 
  4. Release resources – Next, free all the teams and team members you assembled for the  project. Formally release them so they are clear to jump to the next projects where they are contracted. Additionally, make sure that no more work is done on the project and that all site operations and facilities used are closed down.
  5. Arrange project review – Gather your core management team and conduct a meeting to get feedback on how the project performed. This is also the opportunity to recognize the successes, failures, challenges, and limitations of the project in terms of budget, efficiency, and quality. These can then be used as a well-grounded basis for the planning stage of succeeding projects.  
  6. Announce project closure – Formally announce the closure of the project and celebrate with the team. This is a great avenue to acknowledge the group’s hard work, increase their morale, and create an opportunity for more efficient project management in the future.

Indicators of Upcoming Project Closure

Project closure is the last phase of the project lifecycle. It helps in measuring completion and success while the project is in motion. Overlooking the project closure process can lead to legal issues, business conflict, and lack of accountability. To prepare accordingly, one must take note of the indicators of project closure:

Timeline

Schedule is one of the most crucial parts of project closure. Adhering to the timeline set by sponsors is important in measuring project milestones. Visibility in every aspect and proper tracking of all activities is necessary to check if the project is on schedule and follows the original plan.

Deliverables

Evaluate if deliverables meet the standards set out in your quality plans. Featured products should meet 100% of the business case objectives. Also, assess if there are issues and risks that need to be addressed.

RAG Status

RAG stands for Red, Amber, and Green, with each color indicating the current status of a key performance area. Monitor project status and ensure that everything is in the Green—project is running smoothly and that all aspects are within tolerance.

Cost Management

Allocating budget costs is a vital part of project closure. Calculate the current financial performance and compare it with the projected business budget. Check if all procurement requirements were delivered and keep track of variances.

Sponsor Evaluations

Regular meetings with business stakeholders keep them up to date with the project status. Check business benefits if they adhere to project objectives, if you have met sponsors’ expectations, and provide solutions to the problem stated in the business case.

Choosing the Right Technology for Project Closure

Project closure requires the assessment and delivery of business case objectives. Utilizing a project closure checklist is helpful in documenting the details of activities and cessation of the project. Using iAuditor, a mobile inspection app, you can avoid the hassle of unorganized documents, manual tracking of project performance and activities, and inconvenient handover of project closure reports. With iAuditor, you can:

  • Complete assessments on the spot with the use of a handheld device
  • View and share project closure reports in real-time
  • Create and assign actions within the mobile app
  • Save and secure project closure reports in the cloud
Jona Tarlengco - SafetyCulture Staff Writer

SafetyCulture Content Specialist

Jona Tarlengco

Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her 5-year experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.

Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her 5-year experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.